Administrative Assistant

Idaho National Laboratory; Idaho Falls (ID); On-site; USD 32,000 - 52,000; Full time

Job summary

Idaho National Laboratory is seeking an Administrative Assistant to provide organizational expertise that keeps complex projects moving forward. You will compose and edit technical documents, manage calendars, coordinate travel and expense reporting, and handle confidential materials according to protocol.

You\'ll advise on records retention, coordinate onboarding, monitor deadlines, and serve as the primary contact for inquiries about organizational activities, ensuring scientists and engineers

Qualifications

• High school diploma or equivalent with 4 years of administrative experience.
• Excellent verbal and written communication skills.
• Ability to prioritize competing assignments and anticipate needs.
• Experience coordinating or supporting projects, including tracking progress.
• Proficiency with Microsoft Office (Word, Excel, PowerPoint, Outlook) and creating charts.
• Experience managing complex calendars and coordinating logistics across organizations.
• Experience handling sensitive or confidential documents per protocol.
• Ability to prepare polished, error-free correspondence and reports.

Responsibilities

• Compose, edit, and proofread documents, and create charts for presentations.
• Manage multiple calendars and prioritize time effectively.
• Coordinate travel arrangements and expense reporting.
• Order supplies and serve as point of contact for vendors.
• Handle classified and sensitive materials per procedures.
• Maintain confidential office records and files.
• Coordinate onboarding and space needs for new employees.
• Monitor deadlines and ensure timely completion.
• Escort visitors as needed.

Skills

Verbal and written communication

Microsoft Office

Calendar management

Records management

Travel coordination

Education

High school diploma or equivalent

Tools

Microsoft Office Suite

Job description

Job Description

Idaho National Laboratory's research teams depend on flawless operational support to focus on breakthrough discoveries, and as an Administrative Assistant, you'll provide the organizational expertise that keeps complex projects moving forward. You'll compose and edit technical documents and presentations, manage multiple calendars with competing priorities, coordinate travel and expense reporting, order supplies, handle classified and sensitive materials according to protocol, and maintain confidential office records and files. Your responsibilities will include advising on records retention decisions, coordinating space needs and employee onboarding, monitoring critical deadlines, and serving as the point of contact for inquiries about organizational activities, ensuring that scientists and engineers have the administrative foundation they need to advance nuclear technology and national security initiatives.

Job Description

Idaho National Laboratory's research teams depend on flawless operational support to focus on breakthrough discoveries, and as an Administrative Assistant, you'll provide the organizational expertise that keeps complex projects moving forward. You'll compose and edit technical documents and presentations, manage multiple calendars with competing priorities, coordinate travel and expense reporting, order supplies, handle classified and sensitive materials according to protocol, and maintain confidential office records and files. Your responsibilities will include advising on records retention decisions, coordinating space needs and employee onboarding, monitoring critical deadlines, and serving as the point of contact for inquiries about organizational activities, ensuring that scientists and engineers have the administrative foundation they need to advance nuclear technology and national security initiatives.

Essential Job Functions And Responsibilities

• Compose, type, edit, and proofread a variety of documents, reports, and correspondence. Design and create charts and graphs for oral presentations. Initiate and respond to correspondence of both routine and non-routine nature. Address problems/inquiries and complete periodic and special reports.
• Order supplies by generating requisitions through company-provided systems. Serve as the Point of Contact (POC) and escort for vendors performing maintenance on office equipment.
• Receive, refer, and/or answer mail, walk‑in, and telephone inquiries regarding organization activities.
• Efficiently manage and coordinate multiple calendars/schedules with accuracy and prioritize time management needs. Proactively resolve scheduling conflicts and coordinate collaborative meetings.
• Support office operations by coordinating requests for information or providing general direction to others across INL.
• Coordinate travel accommodations for the organization and prepare travel expense records.
• Handle project classified and unclassified sensitive data and materials according to protocol while maintaining vigilance against security infractions and violations.
• Advise managers and personnel in making decisions to retain, store, or destroy organization records, ensuring special record‑keeping requirements are met for various record classifications.
• Maintain office records and files, ensuring confidentiality and security of sensitive and controlled documents.
• Coordinate logistical space needs and onboarding of new employees. Facilitate phone/move requests, and other maintenance and service requests for employees. Manage property and space.
• Monitor the status of critical items, assignments, and deadlines to ensure timely completion.
• May escort un‑cleared visitors as requested.

Required

• Graduation from high school or equivalent and 4 years of relevant experience as an administrative assistant.
• Excellent verbal and written communication skills.
• Experience prioritizing competing assignments and proactively anticipating needs of organization.
• Experience coordinating or supporting projects, including gathering information, tracking progress, and preparing summary materials.
• Experience and demonstrated proficiency with Microsoft Office tools (Word, Excel, PowerPoint, Outlook) with the ability to create charts, graphs, and formatted documents.
• Experience coordinating complex calendars, meetings, and logistics across multiple organizations or stakeholders.
• Experience managing sensitive, confidential, or controlled documents in accordance with established protocols.
• Experience preparing polished, error‑free correspondence, reports, and presentations.
• Demonstrated written and verbal communication skills, with proven ability to interact professionally with internal and external stakeholders.

Physical Requirements

The employee is frequently required to stand, walk, sit, bend, operate a computer keyboard or type, handle materials, or reach with hands and arms performing the essential functions of the classification. The duties require sitting for long periods, accessing stored file boxes and file cabinets, and moving and organizing physical file materials. The employee must occasionally lift 35 pounds. Specific vision abilities required by this classification include close vision, distance vision, depth perception and ability to adjust focus, conduct research and inspect materials. Sufficient clarity of speech and hearing abilities required by this classification includes those which permit the employee to discern verbal instructions, communicate effectively in person, by telephone or electronic mail. While performing the duties of this classification, the employee works in an office setting where the noise level in the work environment is usually moderate. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Job Information

Idaho National Laboratory is hiring a Administrative Assistant to work on our Nuclear Science & Technology Applied Engineering team. Our team works a 9x80 schedule located out of our REC facility with every other Friday off.

• The pay range for this position is $22.93 - $37.82. At Idaho National Laboratory compensation decisions are determined using factors such as education, relevant experience, and other credentials.

At this time, BEA will not sponsor any H1-B visas obtained outside of the United States of America (U.S.A.), including consular visas.

INL is a science-based, applied engineering national laboratory dedicated to supporting the U.S. Department of Energy's mission in nuclear energy research, science, and national defense. With more than 6,300 scientists, researchers, and support staff, the laboratory works with national and international governments, universities and industry partners to change the world's energy future and secure our nation's critical infrastructure.

INL Mission

Our mission is to discover, demonstrate and secure innovative nuclear energy solutions, other clean energy options and critical infrastructure.

INL Vision

Our vision is to change the world's energy future and secure our nation's critical infrastructure.

Selective Service Requirements

To be eligible for employment at INL males born after December 31, 1959 must have registered with the Selective Service System (SSS). For more information see www.sss.gov .

Equal Employment Opportunity

Idaho National Laboratory (INL) is an Equal Employment Opportunity (EEO) employer. It is the policy of INL to provide equal employment opportunities to all qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, protected veteran or disabled status, or genetic information.

Reasonable Accommodation

We will ensure that individuals with disabilities are provided reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment. Please contact us at [e-mail] to request accommodation.

Other Information

When applying to positions please provide a resume and answer all questions on the following screens. Applicants, who fail to provide a resume or answer the questions, may be deemed ineligible for consideration.

INL does not accept resumes from third party vendors unsolicited.